Assistant Facilities Manager Dublin
Responsibilities
Site Operations Management
* Providing an excellent customer experience for all end customers, being confident, couriers and collaborative, providing thoughtful services by being authentic, caring, and timely.
* Develops a close working relationship with Client Key Stakeholders and all of the FM vendors to ensure that they fully understand the Client culture and become partners in delivering a high-quality service.
* Communicates in an open, honest, transparent manner at all times with the ability to tailor the message to specific audience and their needs.
* Support Events, Food & Beverage, Amenities, On site Activities & Concierge Services and relevant service providers locally.
* Monitors and ensures office housekeeping and cleanliness is delivered to highest standards and that incoming and outgoing post is managed in a timely efficient and customer orientated fashion in alignment with shipping procedures.
* Monitor PPM schedules, O&M's, warranties, Task System, Asset & Life Cycle Registers
* Responsible locally for Building Management Systems, PPM Schedules, Task System.
* Manage work orders on applicable CMMS by looking ahead to upcoming deadlines and due dates. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process.
* Acts as go-to person in relation to all facilities/project/fit out/crisis management activities on site ensuring prompt escalation to line manager and timely solutions identified with the removal of potential roadblocks.
* Ensure direct line manager is fully informed about operational updates, processes, and local site objectives so that they are informed.
* Meet or exceed site Key Performance Indicators (KPI's); monitor Service Level Agreements (SLA's) monthly to identify potential challenges and plan corrective actions accordingly.
* Conduct relevant site inspections and assessments to ensure all building procedures and performance measures are always maintained.
* Be prepared to change processes and procedures to improve building and facilities management as directed by line manager.
* Has ability to address minor technical repairs and is first point of contact relating to on site issues including out of hours escalations.
* Ensure procedural standards manual (SOPs) are kept up to date and adhered to.
* Be aware of all projects which are happening that may have an impact on operational delivery, contract or client risk.
* Leads by example and is confident in interactions, with senior client stakeholders and JLL team on site to promote engagement and excellence in customer services and delivery.
* Contribute to high team morale, trust and work ethics.
* Assist in mentoring and enabling Training and Development or Mentoring of fellow team members. Encourage collaboration and development of best practice among peers.
Vendor Management
* Management of all JLL contractors on site to ensure they perform to the required standards (including inspection of vendors' works)
* Ensure vendor KPI's and SLA's are consistently achieved through periodic reporting and meetings.
* Support vendor procurement processes when required, in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.
Finance Management
* Manages spend and budget locally in line with agreed policies and procedures including the processing of PO's, invoices, budgets, service charges, rates, rent, insurance and local taxes etc. as applicable.
* Manage the finance process from initiation, approval, delivery, sign off and verification to ensure they are completed within a timely manner and to an acceptable standard.
Health & Safety, Quality and Sustainability.
* Ensures compliance with JLL and client best practice, policies and procedures including statutory compliance, Quality and EHS compliance to ensure the provision of a safe working environment.
* Responsible for Health & Safety during events, including contractor supervision, reviewing of H&S documentation and working closely with the JLL Health & Safety Manager.
* To record and report all accidents, good catches, and near misses within the location adhering to company procedures.
* Manage the access to work (ATW) procedures, including collation of vendor Risk Assessments (RA), Method Statements (MS) and chemical data, where relevant.
* Initiate, review and approve site and contractor risk assessments & method statements (RA MS) when required.
* Ensure all equipment is well maintained and is in good working order.
NOTE: All details are provided for guidance only and do not necessarily limit the responsibilities and accountabilities of the role
Requirements
* Ability to build and maintain strong Client/Landlord/Customer relationships.
* Passionate about customer experience.
* Ability to take ownership, and passion to win, and a growth mindset.
* Ability to display initiative, confidence, and professionalism in all dealings.
* Flexible, adaptable, and driven to meet deliverables of the role.
* Proven self-starter that consistently delivers to outcome specifications.
* Ability to manage time effectively.
* Excellent interpersonal skills with ability to network at all department levels, team player with proven problem-solving skills.
* Intermediate Microsoft Office experience (Excel, Word, Outlook, Teams, One Drive) required.
* Ability to manage and prioritise workload.
* Team player, hard worker, good interpersonal skills, ability to communicate well in both oral and written reports
* Focused on continuous their own professional development and learning.
* Experience working in a tech environment would be beneficial.
* Must be able to demonstrate flexibility in relation to type of works carried out and prepared to be on call and work out of normal working hours where applicable.
* Minimum of 3-5 years' experience in a Facilities Coordinator Role or equivalent.
* IWFM Level 3 / FMN qualifications, or studying towards equivalent.